Statement Layout File Maintenance

Application Overview

 

The Statement Layout File application enables you to create and modify Financial Statement Layouts. The features include:

 

Add provides for the entry of financial statement layouts.

 

Change provides for the modification of financial state­ment layouts.

 

Delete provides for the deletion of financial statement layouts.

 

Resequence permits resequencing a layout using a selected increment in cases where a layout is too long or too compact for modification.

 

Copy allows copying of one layout in order to create a new layout.

 

Generate permits creation of Standard Statement Of Cash Flows and additional Source and Application of Funds Statement layouts from an existing Balance Sheet layout.

 

List prints an edit list of financial statement layouts on file.

 

Sample prints a sample of what the financial statement will look like for a given layout.

 

Financial Statement Formats

 

There are two basic formats used in financial statements, the Profit and Loss format and the Balance Sheet format.

 

The Standard Profit and Loss format prints two amounts for each account or subtotal, the net changes for the period and the net change year‑to‑date.  The two amounts appear in fixed columns on the statement.  If budgets or com­paratives are used, the same period last year and year‑to‑date last year or the budgeted current period and year‑to‑date figures will print in two fixed columns to the right of the actual figures.

The Standard Profit and Loss format also allows ratios.  Ratios are percentage figures based upon some larger amount such as total sales or total revenue.  These percentage figures will appear just to the right of the amount figures on the statement.

 

Custom Profit and Loss Statements allow the definition of up to 13 columns and may include current period, year-to-date, budget, comparative, variance or ratio data. 

 

For an example of a Profit and Loss format, see the Predefined General Ledger section in the System Manager manual for the Profit and Loss Format Sample Statement.

 

The other format, the Standard Balance Sheet, shows one amount figure for each account or subtotal.  This amount is the account balance as of the period end date.  No net change figures appear.  The Standard Balance Sheet has three columns into which the amount can print.  The print column used is selected by the user when creating the layout.  Underlines and double underlines also appear in one of three print columns.  Ratios are not allowed on a Standard Balance Sheet format.  Budget and comparative figures appear in one of three columns to the right of the actual figure.  The budget or comparative amount will print in the same rela­tive column as the actual amount.  So if the account balance prints in the first print column, the corresponding budget amount would print in the first budget column.

 

For an example of a Balance Sheet format, see the Predefined General Ledger section in the System Manager manual for the Balance Sheet Sample Statement.

 

The standard statements, which print in the Profit and Loss (or P and L) format are the Profit and Loss Statement (type P), the Profit and Loss Format Supporting Schedule (type S), the Cash Flow Report (type C), and the Components of Working Capital Report (type W).

 

The standard statements, which print in the Balance Sheet format, are the Balance Sheet (type B), the Balance Sheet Format Supporting Schedule (type X), and the Statement of Changes in Financial Position (type F).

Building A Financial Statement

 

Once you have an idea of what you want to appear on a financial state­ment, use the Statement Layout File Load Sheet to design the layout necessary to create that statement.  Then use the add mode to enter this layout.  Print the edit list and check for errors.  Once your layout matches the one you designed print a sample statement to verify exactly how the standard financial statement will look.  Make any neces­sary adjustments until the financial statement prints exactly as desired.

 

The designer must use the valid layout codes to produce the desired statement.  These layout codes appear in the same order on the finan­cial statements as their sequence numbers appear on the layout.  So a layout code with sequence number ten will appear before one with sequence number twenty.

 

Account Numbers And PATS

 

The most important item on a layout is the account number.  When coding a financial statement, first consider all the accounts whose amounts must be included in the statement and the order in which they should appear.  On a Balance Sheet you must ensure that all Balance Sheet accounts are included in the statement or it will not balance.

 

The next thing to determine is the level of detail at which the accounts will print.  If, for instance, you have three cash accounts you may want them to appear on a statement summarized as Cash or you may want each one to print individually.

 

To summarize more than one account into a single figure, you code the accounts you wish to summarize with the P/A: equal to A.  This will accumulate the amounts into one total.  Then, to make the total appear on the report put a PAT (Print Accumulated Total) layout code or a printing account with a P/A: equal to P immediately following the accumulated accounts.  Then the accumulated total will appear at the PAT or printed account. For a PAT the description used will be the one entered in Layout Maintenance. For example, take the case of the three cash accounts.  We can enter them as follows in the layout.

 

Seq         Func

No           Code

 

0010        ACCT 01010-00000-00000   Cash in Bank - Account #1                P/A:  A  

0020        ACCT 01015-00000-00000   Cash in Bank - Account #2                P/A:  A

0030        ACCT 01020-00000-00000   Cash in Bank - Payroll Acct               P/A:  A

0040        PAT                                                        Cash                                                       D/C: D    C:1  $:Y  

 

 

 

 

Then on the financial statements one amount would appear with the description Cash.  This amount would include the totals from accounts 01010‑00000-00000, 01015‑00000-00000 and 01020‑00000-00000.

 

Accumulated accounts will also total into accounts that are printed.  For example, if you have two petty cash accounts and you wish one total to appear for petty cash on the financial statement you can code the layout as follows:

 

Seq     Func

No       Code

 

0010   ACCT 01010-00000-00000                            Petty Cash P/A:  A

0020  ACCT 01005-10000-00000                             Petty Cash P/A:  P C:1   $:Y

 

Then on the financial statement one total will appear for Petty Cash including the amounts from both accounts 01005‑00000-00000 and 01005‑10000-00000.

 

If you want separate totals to print for each account you code them with a P/A: equal to P for print.  For example, the three cash accounts discussed before would all appear if the layout was coded like this:

 

Seq         Func

No           Code

 

0010     ACCT 01010‑00000-00000          Cash in Bank - Account #1         P/A:  P C:1  $:Y

0020     ACCT 01015‑00000-00000          Cash in Bank - Account #2         P/A:  P C:1  $:Y 

0030     ACCT 01020‑00000-00000          Cash in Bank - Payroll Acct        P/A:  P C:1  $:Y

 

Then on the financial statement, all three accounts would appear with their amounts.

 

When using the P/A: equal to A for accumulate, the amount of the accumulated account is treated as not being on the report until the printing account or PAT that follows it causes its amount to print.

 

Accumulated amounts not followed by a PAT or printing account will not have their amounts included in the statement.

Ranges

 

Instead of entering several account numbers separately, when the account numbers are in an unbroken sequence, you may enter a Range Layout code (RNG or RNG1) and then enter the starting and ending account num­bers of the range.  These features are especially useful in a situation where you frequently enter new accounts onto your chart within specific ranges.  By using the range layout codes,

you do not have to update every layout each time you add a new account to your Chart Of Accounts.  When entering new account numbers, be sure the account number is included in a statement layout.  Otherwise, the account number will later have to be added to a statement layout.

 

The RNG code looks at the account number as a whole, while the RNG1 code compares each section (main, profit center and department) separately.

 

As an example, the last example in the previous section could have been entered as follows:

 

Seq      Func

No        Code

 

0005     RNG     01010-00000-00000 TO 01020-10000-00000         P/A: P   C:1   $:Y

 

If there were no other accounts on your Chart Of Accounts with  account numbers greater than 01010-00000-00000 and less than 01020-10000-00000, the results on the financial statement would be exactly the same as in the last example.  If there were other accounts within this range, then they would also print on the financial statement.

 

The same line could have been entered as follows:

 

0005     RNG1   01010-00000-00000 TO 01020-10000-00000         P/A: P   C:1   $:Y

 

In this case, only accounts with main numbers between 01010 and 01020; profit centers between 00000 and 10000; and departments of 00000 would print on the financial statement.

 

You may enter either an A or a P for the P/A: code for range.  All accounts in the range will either print or accumulate, depending on the value of this code.  If you set the P/A: code for a range to A for accumulate, then the next line in the layout must be either a PAT or another range.  If it is another range, then the P/A: code for the second (and following) range should also be A. If it is not, then the amount for the first account in the next range will include the amounts for all accounts in the preceding range.  A warning will appear on the Layout Edit List and on the Sample Financial State­ments if you do not follow this rule.

Subtotals

 

Up to nine levels of subtotals are permitted on financial statements.  These are controlled by the SUBn layout code, where n is a number from one to nine, referring to subtotal level one to nine.  Level one is the lowest level of subtotal working up to level nine.  Once a level of subtotal prints, its total and the total of all lower levels of sub­totals will be set to zero.  So if you print a subtotal for level three (SUB3), levels one and two and three will be set to zero.  The follow­ing example shows two levels of subtotals.

 

Seq         Func

No           Code

 

0010     ACCT 01010‑00000-00000          Cash in Bank - Account #1         P/A:  P   C:1  $:Y 

0020     ACCT 01015‑00000-00000          Cash in Bank - Account #2         P/A:  P   C:1  $:Y

0030     ACCT 01020‑00000-00000          Cash in Bank - Payroll Acct        P/A:  P   C:1  $:Y

0040     SUB1                                        Total Cash in Bank                     D/C:  D   C:1  $:Y

0050     ACCT 01005‑00000-00000          Petty Cash                                P/A:  P   C:1  $:Y

0060     ACCT 01005‑10000-00000          Petty Cash                                P/A:  P   C:1  $:Y

0070     SUB1                                        Total Petty Cash                        D/C:  D   C:1  $:Y

0080     SUB2                                        Total Cash                                 D/C:  D   C:1  $:Y

 

The subtotal at sequence number 0040 will include accounts 01010‑00000-00000, 01015‑00000-00000 and 01020‑00000-00000.  The subtotal at sequence number 0070 includes accounts 01005‑00000-00000 and 01005‑10000-00000.  The subtotal at sequence number 0080 includes all five accounts.

 

In this same way a level three subtotal could be added further down the layout subtotaling accounts that printed for previous level two sub­totals.

 

Intervening levels can be skipped.  In the example, sequence 0080 could have been SUB3 or even SUB9 and the processing would be exactly the same. 

So if you have a statement where more subtotaling is done in one part than another, you can have level 2 or 3 as the lowest level in one part of the statement.  For example, in the following layout the sub­total for Accounts Receivable is a subtotal level 2 with no level 1 before it.

 

Seq         Func

No           Code

 

0010     ACCT 01010‑00000-00000          Cash in Bank - Account #1         P/A:      P   C:1  $:Y

0020     ACCT 01015‑00000-00000          Cash in Bank - Account #2         P/A:      P   C:1  $:Y

0030     ACCT 01020‑00000-00000          Cash in Bank - Payroll Acct        P/A:      P   C:1  $:Y

0040     SUB1                                        Total Cash in Bank                     D/C:      D   C:1  $:Y

0050     ACCT 01005‑00000-00000          Petty Cash                                P/A:      P   C:1  $:Y

0060     ACCT 01005‑10000-00000          Petty Cash                                P/A:      P   C:1  $:Y

0070     SUB1                                        Total Petty Cash                        D/C:      D   C:1  $:Y

0080     SUB2                                        Total Cash                                 D/C:      D   C:1  $:Y

0090     ACCT 01040‑00000-00000          Accounts Receivable ‑ Trade       P/A:      P   C:1  $:Y

0100     ACCT 01040‑10000-00000          Accounts Receivable ‑ Trade       P/A:      P   C:1  $:Y

0110     SUB2                                        Total Accounts Receivable          D/C:      D   C:1  $:Y

0120     SUB3                                        Total Current Assets      D/C:      D   C:1  $:Y

 

Accumulated account totals will not add into subtotals until they show in a printed account or PAT.  So if a subtotal appears between an accumulated account and a PAT, the amount of the accumulated account will not appear in that subtotal.  For example, the following is an example of an incorrect layout.

 

Seq         Func

No           Code

 

0010     ACCT 01010‑00000-00000          Cash in Bank - Account #1         P/A:      A

0020     ACCT 01015‑00000-00000          Cash in Bank - Account #2         P/A:      A

0030     ACCT 01020‑00000-00000          Cash in Bank - Payroll Acct        P/A:      A

0040     PAT                                          Cash in Bank                             D/C:      D   C:1   $:Y

0050     ACCT 01005‑00000-00000          Petty Cash                                P/A:      A

0060     ACCT 01005‑10000-00000          Petty Cash                                P/A:      A

0070     SUB1                                        Total Cash                                 D/C:      D   C:1   $:Y

0080     PAT                                          Petty Cash                                D/C:      D   C:1   $:Y

 

The subtotal at sequence number 0070 will include accounts 01010‑00000-00000, 01015‑00000-00000 and 01020‑00000-00000.  01005‑00000-00000 and 01005‑10000-00000 will be included in the next subtotal after sequence 0080 since that is where the amounts show on the report.

 

Up to nine levels of clearing subtotals are permitted on financial statements.  These are controlled by the CLRn layout code, where 'n' is a number from one to nine.  If you have a CLR3 command then levels one, two and three will be cleared.  This command is similar to the SUBn command except that no printing occurs.

 

IMPORTANT:  Usually Total Assets are expressed with the SUBn command, which includes all assets.  If Total Assets SUBn is not followed by a Clear command (CLRn) and the number (n) in SUBn for Total Assets is not greater than the number (n) in SUBn for Liabilities & Equity, then Liabilities & Equity will print with a value of zero.  This is due to total debits and credits canceling each other out.  For example, if Total Assets is SUB3 and Liabilities & Equity is SUB4 (without a clear command), Liabilities & Equity will print as zero.  The simplest way to avoid this is to make Total Assets SUB9.

 

Ratios

 

Ratios can only be printed on the Profit and Loss Statement and the Profit and Loss Format Supporting Schedule. In order to be able to select ratios to print on a statement, you must define the basis upon which the ratios will be calculated for the layout.  This is done with the SR and ER, or start ratio basis and end ratio basis layout codes.  Put the SR layout code before the first account to be included in the ratio basis and the ER after the last account to be included in the ratio

basis. When ratios print, a ratio figure will print to the right of each amount on the report.  The ratio figure will be that amount's percentage of the ratio basis.  Only one ratio basis can be defined per layout.

 

For example, a common use of ratios is to set the ratio basis to the total revenue (or total sales) on the Profit and Loss Statement.  The SR layout code would appear in the layout just before the first revenue account and the ER would appear just after the last revenue account.  An example of the section of a P and L Statement layout coded with ratios follows:

 

Seq      Func

No        Code

 

0010     SR

0020     ACCT 03100‑00000-00000          Sales ‑ Product Line A   P/A:  A

0030     ACCT 03110‑00000-00000          Sales ‑ Product Line B   P/A:  A

0040     ACCT 03120‑00000-00000          Sales ‑ Product Line C   P/A:  A

0050     ACCT 03120‑10000-00000          Sales ‑ Product Line C   P/A:  A

0060                                                     PAT      Sales                D/C:  C   C:1  $:Y

0070     ACCT 03310‑00000-00000          Finance Charges            P/A:  A

0080     ACCT 03310‑10000-00000          Finance Charges            P/A:  A

0090     ER                                                                                D/C:  D   C:1  $:Y

0100     PAT                                          Finance Charges            D/C:  C   C:1  $:Y

0110     SUB1                                        Total Revenue                D/C:  C   C:1  $:Y

 

Then if sales were 90% of the revenue for the period, the ratio amount 90.00 will print for the current period ratio for Sales.  Total Revenue would have a ratio of 100%.

 

Rounding Errors

 

If you choose to print your financial statement with the rounding option then you must be able to handle rounding errors that may occur in the statement.  There are two layout commands that can handle the rounding error.  The commands are the SUB and PRE commands. 

 

If rounding is used and no PRE commands are used in the layout, then any rounding error on the statement will be included in each SUB command on the statement.  The rounding errors will be added to each SUB amount.  Following the SUB command, the rounding error will be set to zero and re-accumulated again. 

 

The PRE command can also be used to print the rounding error.  This command allows you to print the rounding error at a specific location on the statement.  The PRE command will function similar to the PAT command.  Following the PRE command the rounding error will be set to zero and re-accumulated again.

Profit Centers

 

The Profit and Loss Statement and Profit and Loss Format Supporting Schedule can be coded with multiple profit centers that is, with accounts that have different profit centers, using the RNG & RNG1 functions discussed earlier.  Then the layout can be selected to print with only accounts from one profit center.  Accounts with profit centers other than the one selected will then not be included in the statement.

 

In order to properly use this facility, certain obstacles must be avoided in setting up the financial statement layout. If you have all accounts coded as printing accounts, then on a consolidated statement (showing all profit centers) all the accounts will print.  A way around this is to use PATs.  For example:

 

Seq         Func

No           Code

 

0010        ACCT 05680‑00000-00000                                            Office Utilities                              P/A:        A

0020        ACCT 05680‑10000-00000                                            Office Utilities                              P/A:        A

0030        PAT                                                                                 Utilities                                         D/C:        D        $:Y

0040        ACCT 05630‑00000-00000                                            Travel & Subsistence P/A:        A

0050        ACCT 05630‑10000-00000                                            Travel & Subsistence P/A:        A

0060        PAT                                                                                 Travel & Subsistence                 D/C:        D        $:Y

 

For this layout, selecting the statement to print for profit center 10000 will print the amounts for 05680‑10000-00000 and 05630‑10000-00000.  Selecting profit center 00000 will print 05680‑00000-00000 and 05630‑00000-00000.  If all profit centers are selected, then the first PAT will be for 05680‑00000-000000 and 05680‑10000-000000 and the second will be for 05630‑00000-000000 and 05630‑10000-000000.

 

You should avoid, however, summarizing one profit center into another profit center account.  For example:

 

Seq      Func

No        Code

 

0010     ACCT 05680‑00000-000000         Office Utilities                P/A:      A

0020     ACCT 05680‑10000-000000         Office Utilities                P/A:      P  C:1  $:Y

0030     ACCT 05630‑00000-000000         Travel & Subsistence      P/A:      A

0040     ACCT 05630‑10000-000000         Travel & Subsistence      P/A:      P  C:1  $:Y

 

If you select this layout for profit center 00000, totals will not print for Utilities or Travel and Subsistence due to the fact that the (P)rints are on the accounts with profit center 10000.

 

In coding a P&L for multiple profit centers, you can take advantage of the fact that an account or PAT with a zero balance may be selected to not print on the financial statement.  For instance, if you have an expense, which does not occur for a particular profit center, you can still accumulate all the profit centers into a PAT.  Then, for the profit center that does not have that type of expense, the amount of the PAT will be zero and the PAT will not appear on the P&L.

 

Statement Of Cash Flows And

Source And Application Of Funds

 

The statements with types C (for Statement of Cash Flows), F (for State­ment of Changes in Financial Position), W (for Components of Working Capital) are part of the CF Type reports.  They use special processing and require a fixed structure to produce accurate results.  These reports can be automatically generated using the Generate SAF Layouts application.  (See separate Run Instructions.)

 

If you wish to manually create them or wish to modify automatically generated SAF layouts, certain structural requirements should not be violated or the statements will be incorrect.

 

To understand these statements, first you must be familiar with the SAF types.  (See Run Instructions for G/L Account File Maintenance.)

 

Statement Of Cash Flows

 

The Statement Of Cash Flows shows the effect and other cash equivalents of all the Balance Sheet accounts and net income upon cash during the current period and year‑to‑date.  It shows the net effect of the cash flow activities at the start of the period and year, and then a final cash ending balance.

 

All six SAF account types and the BSNI (Balance Sheet Net Income) should be included in the Statement Of Cash Flows Layout.  Thus all Balance Sheet accounts must be included.  All cash accounts must be coded with a SAF type of C on the General Ledger Account [G/L] file or cash will not be handled cor­rectly.  The cash accounts are summarized to produce a cash beginning balance so cash accounts will not print on the report.  Cash accounts must be followed by a subtotal to produce this cash beginning balance.  Any PATs coded for cash accounts will also not print.  Parenthesis control for the accounts is ignored in all the SAF reports.

There is a standard format in which the detail of the report appears, but the order of the report is flexible. The Statement Of Cash Flows report is created in the Generate SAF Layouts module in this standard format.  This format is in compliance with SFAS #95 and uses the indirect method of calculating net cash flow from operating activities.

 

Statement Of Changes In Financial Position

 

The Statement of Changes in Financial Position shows the working capi­tal using the non‑current assets and liabilities, net income, and non‑cash charges against income. This provides a picture of the effects of these accounts on the working capital.  The non‑current assets and liabilities are detailed in separate sections depending on whether they are sources or uses of funds.

 

The BSNI (Balance Sheet Net Income), non‑cash charges against income (N) and cash flow financing and cash flow investing accounts are included in the financial position changes.  The cash flow accounts all appear twice in the layout.  Once following the SSRC (Start Sources of Funds) then again following the SUSE (Start Uses of Funds).  The sources and uses must appear at the end of the report after the BSNI and sources requiring no funds outlay.  When the statement is printed, an account is printed as a source only if its amount is credit and as a use only if its amount is debit.  Consequently each account will only appear once on the statement.

 

So all cash flow accounts must be exactly the same in the sources as in the uses.

 

The recommended format and the format of the layout produced by the Generate SAF Layouts module is as follows:

 

First all the cash accounts, then all the current assets followed by a SUB1 for the assets increase or decrease.  Then all the current liabil­ities followed by a SUB1 for liabilities increase or decrease.   Finally, a SUB2 grand total for the net increase or decrease to working capital.

 

Resequence

 

This application can be used in cases where modification of layout has left insufficient room for adding in a new layout entry or where the layout is so long that the end of the available sequence numbers is reached before all the necessary detail has been entered.

Copy

 

This application allows you to create a duplicate of an existing lay­out.

 

The new layout will have the same statement type as the original.

 

The copy function is useful in the creating of statements similar to one already existing.  For instance, a detailed Profit and Loss Statement can be copied and modified to create a Summary P&L Statement.

 

Generate

 

The Statement Layout File application generates SAF layout(s) from a selected Balance Sheet layout.  A Statement of Changes in Financial Position, Components of Working Capital or a Statement Of Cash Flows layout can be generated.  These will contain all of the relevant Balance Sheet accounts plus standard headings and subtotal records.

 

There are a number of  ways in which the SAF might be generated incor­rectly.  Some examples are the user has left out vital accounts such as cash or current assets in the Balance Sheet he has chosen.  The user could fail to include all Balance Sheet accounts in a given layout.  This would generate an incomplete SAF statement and incorrect figures would print on the report.  The user could code accounts into his Balance Sheet layout which are not actually Balance Sheet accounts (which do not have a B for a financial statement type in the G/L Account file).  In this case an error report is generated by the pro­gram and the SAF layout cannot be generated.  Also the user could fail to code some account with the proper SAF type or he could fail to classify a given Balance Sheet account as to SAF type.  In the latter case an error report will be generated showing all accounts, which do not contain an SAF type on the G/L Account file, and the SAF cannot be generated.

 

The above reasons should make it clear that it is vital for the SAF layout to be generated from a valid Balance Sheet layout.

 

If it is found after generation that the user desires more levels of subtotaling or different headings and literals from the ones automati­cally generated, he may change these in change mode of Statement Layout File.

 

An SAF layout generated from a Balance Sheet layout with more than 999 actual accounts and/or account totals (PAT) will not include accounts after the 999th.

 

The generated SAF layout for a Change in Financial Position layout will show all accounts in column 1.  This is also true for print account totals (PAT).

 

The Statement Of Cash Flows layout generated from the Balance Sheet layout will accumulate all accounts that are coded with an SAF type of C (Cash) into a subtotal level 2 for cash.  The individual accounts for cash will not print on the Statement Of Cash Flows report but will accumulate into this subtotal.

 

Also no PAT (Print Accumulated Total) for cash will be generated for the Statement Of Cash Flows report.

 

List

 

This application prints the Financial Statement Layout Edit List. 

Entries for a layout will appear exactly as they display on the second screen in add and change modes.

 

Sample

 

This application prints sample statements for a given layout.

 

The sample statement prints the same way the financial statement will with the exception that two lines will print at the top of the page to describe the statements and all amounts will print as 999,999,999.99.  Also accounts and PATs, which print on this statement, will not appear on the actual statement if their amounts are zero.

 

On the Statement of Changes in Financial Position, the sources and uses of cash will print twice on this report, once for sources and once for uses.  On the actual report each account will only print once, with either the sources or the uses.

 

If an account number used in the layout is not in the G/L Account file, the description that prints will be Account Not On File.

 

If there is an account within a range that does not have the financial statement type (P or B) of the sample statement being printed, an error message will print on the sample. 

The error message will list the incorrect account number.  You should remove the account number from this layout or change the account type in the Account File Maintenance application.

 

Run Instructions

 

Select Statement Layout File from the pull down G/L Maintenance window.  The following screen will then be displayed:

 

 

Statement Layout File Entry Screen

 

 

 

 The following options are available:

 

*           Select the desired mode from the Statement Layout menu bar

*           Enter the data requested on the screen

*           To exit press the ESC or F10 key when the cursor is positioned for entry of the first field on the screen

To return to the menu bar, press the ESC or F10 key. To leave this application, press X for EXIT when positioned at the menu bar.

 

Entry Field Descriptions

 

First Screen

 

Name	Type and Description
1.  Layout No	3 numeric digits.  This is the layout number that will be referenced when the actual financial statements are selected for printing.   In the change or delete mode press the F7 key to search for layout by number.
2.  Type of Statement	1 alphabetic character.    Valid statement types include:   P              =              Profit and Loss Statement B              =              Balance Sheet C              =              Cash Flow Report W             =              Components of Working Capital F              =              Financial Position Changes S              =              Supporting Sche­dule (P&L Format) X              =              Supporting Schedule (Bal Sht Format)
3.  Description	2 lines of 25 alphanumeric charac­ters each.  (This description does not print on the actual financial statement.  It is just the layout description.)

 

Second Screen

 

Name

Type and Description

Seq No

5 numeric digits.  The sequence number is automati­cally assigned in add mode.   In change mode pressing the F1 key when the cursor is positioned for entry of the sequence number will display the next page of the lay­out entries.  Pressing the F2 key will display the previous page.  If you enter a sequence number, which is currently on file, it will display and allow change.  If it is not currently on file you may add it.  To delete a sequence number, select to change it, and then type Del in the function code field.

 

Func Code

Valid layout command choices:   ACCT       An account number RNG         A range of whole account numbers RNG1       A range of Partial account numbers PAT         Print Accumulated Total PRE         Print rounding error LIT           Literal prints as entered UL            Underline DL            Double Underline   LF            Line Feed FF            Form Feed RD           Print Run Date SR           Start Ratio ER            End Ratio SSRC       Start Sources SUSE       Start Uses LEG          Legend TEXT       Text from a Statement Text file BSNI        Balance Sheet Net Income SUB1       Through SUB9 for subtotal level 1 through subtotal level 9 CLR1        Through CLR9 for clear Sub level 1 through clear Sub level 9 and                 lower. DEL          Delete this line number   Enter F7 to display the Command Choice menu, where you can select from a list of valid layout commands.   Up to 4 alphanumeric characters.  Each of these reference specific fields that are explained below.

 

Layout Command Choices

 

Name	Type and Description
ACCT	The ACCT (Account Number Command) enables you to define a valid G/L account number.   After entering ACCT, enter the entire G/L account number you want to reference. (ie 10000-00000-00000).

 

ACCT (continued)	You may search for an account number by pressing F7 or, F8 to search by account name.   There are several criteria to remember when entering an account number with the ACCT command. First, it must currently reside in your G/L Account file. Secondly its statement type must match the layout's type of statement.   Layout statement types B, C, F, X, and W can only have an account financial statement type of B and layout statement type P & S can only have account statement type of P.    Once an account that matches the layout statement type is entered, its description displays and P/A: is asked.  This stands for Print or Accumulate.   If you designate the P/A: command as P the dollar sign can then be printed by answering Y to the $: prompt, ie ($:Y).
RD	The RD (Run Date) command prints the system date at the time that statements are run.
RNG	The RNG (Range) command enables you to enter the starting and ending G/L account numbers that specify a range of accounts.     These accounts always accumu­late into the next PAT (or ACCT if the P/A: code is P).   When the financial statement is printed, all accounts currently within the range are included on the statement.    If any new accounts that fall into the specified range are later added to your G/L Account File, they will be printed on the next financial statement run.   The statement type of each account of the range of the G/L Account File records must match the layout's statement type in order for the account to be included on the statement. See the descrip­tion of the ACCT code above for more information on this.

 

RNG1	The RNG1 command is identical to the RNG command except that it considers each section (main, profit center, and department) of an account number separately when determining if the account should be included in the range.   For example, the account 01010-99999-00000 would fall within the range 01010-00000-00000 TO 02010-10000 using the RNG command.  However, it would not if the RNG1 command was used because the 99999 profit center is not between the two profit centers in the range.   For more information on using ranges, see the RNG command above.
PAT	The PAT (Print Accumulated Total) tallies the amount accumulated by accounts that were selected to accumulate instead of print.  It accepts the same fields as SUB1‑SUB9 (see the Application Over­view).   If you designate the P/A: code as P the dollar sign can then be printed by answering Y to the $: prompt, ie ($:Y).
PRE	The PRE (Pre-rounding Error) layout command is used to accumulate any rounding errors that might occur during printing (see the Application Over­view).   If you designate the P/A: code as P the dollar sign can then be printed by answering Y to the $: prompt, ie ($:Y).
LIT	The LIT (literal) layout code defines corresponding literal text to be printed on the statement.  It enables entry of up to fifty charac­ters of any literal message you may want to define.  The starting column of the literal can be designated between 1 and 240.
UL,DL	The UL (underline) and DL (double underline) prints an underline or double underline on your financial statement.   If you specify statement types as B, F, or X it will request that you designate the printed column C: to be either 1, 2, or 3.
LF,FF	The LF (Line Feed) command causes one line to be skipped on the state­ment.   The FF (Form Feed) command causes the statement to skip to the top of the next page.

 

SR,ER	The SR (Start Ratio) and ER (End Ratio) are used to specify the ratio basis as they  are printed in the profit and loss statement format.    SR and ER are valid only on P and S statement types   When the report prints, the amounts for all accounts between the SR and the later ER will be totaled.  This total will be the basis upon which the ratios will be calculated on the report.  For example, if the total for all accounts between the SR and ER was $1,000.00 and a particular account printed with an amount of $10.00 its ratio would be 1.00% (see the Application Overview).
SSRC, SUSE	The SUSE (Start Uses) and SSRC (Start Sources) layout commands are only valid on the layout statement type F (Statement of Changes in Financial Position). SSRC marks the start of the sources of funds and SUSE marks the start of uses of funds.
LEG	The LEG (legend) when used on Standard Specifications causes a predetermined legend to print on the financial statement.  The legend will skip one line after it is printed so a line feed follow­ing it is not necessary.  The legend will also print predetermined column headings depending on the Statement Specification file.
TEXT	The Statement Text layout command enables the user to specify text that is defined in the G/L Text file to appear on the statement.  The text number is entered as it appears in the Statement Text File.  Then the text des­cription displays.  For more information on texts see the Statement Text File application.  The starting column of the text can be designated between 1 and 240.
BSNI	The BSNI, (Balance Sheet Net Income) command is only valid on statement types B, C, F, and X.  It allows the value of the net income to be entered into a balance sheet type of statement as though it were an account.  The description to print on the report is entered, then the P/A:, C: and $: questions are asked.  The problem calculates BSNI by adding the credits and subtracting the debits of all P type accounts.
SUB1‑SUB9	The SUB (Subtotal Layout Command) incorporates a group of 9 subtotal levels that are labeled SUB1 through SUB9. Their function is to produce a sub­total on the report. The number that follows SUB is indicative of its level.

 

SUB1‑SUB9 (continued)

Thus SUB1 is the lowest level of subtotal and SUB9 is the highest possible level. (see the Application Overview).   First, the description of the subtotal is entered, as it will appear on the report.  If the layout statement type is B, P, S, or X the D/C code is entered.  For layout statement type B, X, or F, the print column is entered.   If you designate the P/A code as P the dollar sign can then be printed by answering Y to the $: prompt, ie ($:Y).

CLR1- CLR9

The CLR (Clear Layout command) incorporates a group of 9 clearing levels labeled CLR1 through CLR9.   Their function is to clear sub­totals on the report. The number that follows CLR is indicative of the level that is to be cleared. Thus CLR1 is the lowest level of CLR and CLR9 is the highest possible level.     If you designate the P/A code as P the dollar sign can then be printed by answering Y to the $: prompt, ie ($:Y).

 

Explanation of Miscellaneous Entries on the Second Screen

 

Name	Type and Description
Account No	A standard account number in the standard account number format.  This field is only requested if the layout code is ACCT.
Starting and Ending Account Number	A starting and ending account number in the standard account number format.  The starting and ending account numbers define the range that is requested. They are only required if the Layout code is RNG, and the start and end of the range needs to be defined.  The ending account number must be greater (proceed) the starting account number.  There is no point in entering a range with the starting and ending account numbers equal to each other.
P/A:	1 alphabetic character.   P              =              Print A              =              Accumulate

 

P/A: (continued)	The answer to this question deter­mines whether an account balance or a range of accounts or the Balance Sheet net income will print on the report or are to be accumu­lated and thereby included in the total for the next PAT (print accumu­lated total) or printing account.
C:	1 numeric character.  Defines the column position of numbers that are to be printed.   You may enter 1, 2 or 3 in this field to define the column.   The print column is only entered for layout statement types B, F, or X.  It determines the column in which an amount or underline will print. There are three print columns available, so the print column must be 1, 2 or 3.   This command pertains only to standard statements.
Description	30 alphanumeric characters.  The description entered for a SUB1‑SUB9, PAT, PRE or BSNI is exactly what will print on the financial statement.
D/C:	1 alphabetic character.   D              =              Debit C              =              Credit   The D/C control code determines when any amount that prints on a statement will be bracketed within parentheses to set off a typical balance.   If you specify D for debit the amount will be parenthesized if it is credit, and vice versa for C or credit.   The D/C control code is only accepted for layout codes SUB1‑SUB9, PAT and PRE.  On accounts, the D/C control code is determined by the G/L Account record itself, and on BSNI the D/C is always assumed to be C or typically credit.   The D/C control code is not entered on statement types C, F or W since on these three statements (the Cash Flow report, the Statement of Changes in Financial Position and the Components of Working Capital) the D/C control is fixed by the type of account and the type of statement.

 

Text No	2 numeric digits.  This number corresponds to the text number of a text on the G/L Text file.  When a valid text number is entered, the matching text will appear on the financial statement.
Lit	50 alphanumeric characters.  This literal is only requested for layout code LIT.
$:	Y or N.  Enter one of the following   Y              =              Print with dollar signs N              =              Do not print dollar signs

 

Resequence

 

Name	Type and Description
1.  Layout No	3 numeric digits.  Enter the Layout number that you want to resequence, or F7 to search for a valid layout number.
Type of Statement	Automatic display.
Description	Automatic display.
2.  Increment	4 numeric digits.  The increment is the increment used to resequence the layout.  The new sequence numbers will start at the increment and con­tinue increasing by one increment.

 

Copy

 

Name	Type and Description
1.  Layout No	3 numeric digits.  Enter the layout being copied from or F7 to search for layout numbers.
Type of Statement	Automatic display.
Description	Automatic display.
2.  New Layout No	3 numeric digits.  Enter the layout number that you want to copy to.
3.  New Description	2 lines of 25 alphanumeric charac­ters each.  Enter a description of the new layout.

 

Generate

 

Name	Type and Description
1. From Balance Sheet Layout No	3 numeric digits.  A zero layout number is not allowed and the layout chosen must be a Balance Sheet layout from the Statement Layout File.
2. Change in Position Layout  No.	3 numeric digits.  The layout number entered must not currently exist.  If the RETURN key is pressed, the cursor is positioned for entry of the next layout number or item number to change.
3.  Description	2 lines of 25 alphanumeric characters each.  The description is entered in two lines of 25 characters each.  The description will become the des­cription for the layout number to which it applies (the one immediately above it on the screen).
4.  Working Capital Layout  No.	3 numeric digits.  The working capital layout number entered must not currently exist.  If the RETURN key is pressed, the cursor is positioned for entry of  the next layout number or item number to change.
5.  Description	2 lines of 25 alphanumeric characters each.  The description is entered in two lines of 25 characters each.  The description will become the des­cription for the layout number to which it applies (the one imme­diately above it on the screen).
6.  Cash Flow Layout No	3 numeric digits.  The cash flow layout number entered must not currently exist.  If the RETURN key is pressed, the cursor is positioned for entry of the next layout number or item number to change.
7.  Description	2 lines of 25 alphanumeric charac­ters each.  The description is entered in two lines of 25 characters each.  The description will become the des­cription for the layout number to which it applies (the one immediately above it on the screen).

 

List

 

Name	Type and Description
Starting Layout No	3 numeric digits.  Press the RETURN key to default to All layouts.
Ending Layout No	3 numeric digits.  Press RETURN to default to the same value as the entry for the starting layout number.   NOTE:  Entries for a layout will appear exactly as they display on the second screen in add and change modes.

 

Sample

 

Name	Type and Description
Layout No	3 numeric digits.  Enter the Layout No. you want to sample or the F7 key to search for layout numbers.
Type of Statement	Automatic display.
Description	Automatic display.  NOTE:  The sample statement prints the same way as the financial statement will with the exception that two lines will print at the top of the page to describe the statements and that all amounts will print as 999,999,999.99   Also, accounts and PATs which print on this statement will not appear on the actual statement if their amount is zero and if the Print Zero Balances ? question is answered as N on the Standard and Custom Financial Statement Selection.   If there is a range (RNG) in the layout for the statement with a P/A code of P, then all accounts currently on the G/L Account File within this range will print on the sample.   For the Statement of Changes in Financial Position, the sources and uses of cash will print twice, once for sources and once for uses.  On the actual statement each account will only print once, with either the sources or the uses.   If an account number used in the layout is not on the G/L Account File the description that prints will be Account XXXXX‑XXXXX-XXXXX Not On File where XXXXX‑XXXXX-XXXXX is the bad account.   If an account within a range has an improper financial statement type, an error message will print on the sample.  If a range with P/A code equal to A is not immediately followed by another range or PAT, an error message will be printed.

 

 

 

 

 

 

 

Screens

 

Statement Layout File (Generate)

 

 

 

 

 

 

Layout List

 

 

 

 

 

Print Sample Statement